Entering Standard Invoices Entering Invoices by Ayman Refat - March 20, 2018March 22, 20180 Entering Standard Invoices Concept Standard invoice entry provides the features and flexibility that you need to enter and work with invoices for your customers. Use the Standard Invoice Entry program (P03B2002) to enter AR invoices with multiple pay items or complex accounting instructions. In addition to entering basic information for a standard invoice, you can enter and revise other types of information. For example, you might want to enter an invoice for multiple line items with different due dates or tax information, or you might want to enter a recurring invoice. During invoice entry, enter the G/L distribution that is specific to the invoice. You typically enter a credit to a revenue account. When you post a positive invoice, the system debits the AR trade account that you set up in the automatic accounting instructions (AAIs). When you post a negative invoice, the system credits the AR trade account. If you routinely distribute invoices to multiple G/L accounts, you can set up a journal entry to use as a model. The system uses the Invoice Entry MBF Processing Options program (P03B0011) to retrieve the value for the document type that it assigns to the invoice. Generally, a invoice is assigned a document type of RI. The system stores standard invoice information in the Customer Ledger table (F03B11), Account Ledger table (F0911), and Batch Control Records table (F0011). Procedure In this task, you will enter a basic invoice using the standard invoice entry method. Step Action Navigate to the Standard Invoice Entry program (P03B2002) on the Customer Invoice Entry menu (G03B11). Click the Customer Invoice Entry menu. Click the Standard Invoice Entry menu. Use the Work with Customer Ledger Inquiry form to locate, review, and delete invoices. Before you enter an invoice for a customer, verify that the invoice has not been entered previously. Locating invoices before you enter them prevents duplication, so you can revise, delete, or void, if necessary. Click the Add button. Use the Standard Invoice Entry form to enter invoice header and line detail information. Use the Document No field to enter a number that identifies the original document, such as a voucher, invoice, or journal entry. On entry forms such as this, you should allow the system to assign the value using the Next Numbers program (P0002). Matching document numbers identify related documents in the Accounts Receivable and Accounts Payable systems. Click in the Customer field. Use the Customer field to enter a user defined name or number that identifies an address book record. If you enter a value other than the address book number, such as the long address or tax ID, you must precede it with the special character that is defined in the Address Book constants. When the system locates the record, it returns the address book number into the field. Enter the desired information into the Customer field. Enter “3501“. Click in the Company field. Use the Company field to enter a code that identifies a specific organization, fund, or other reporting entity. Enter the desired information into the Company field. Enter “1“. Click in the Invoice Date field. Use the Invoice Date field to assign a date to an invoice. This can be either the date of the supplier’s invoice to you or your invoice to the customer. Enter the desired information into the Invoice Date field. Enter “120115“. Click in the G/L Date field. Use the G/L Date field to enter the date that identifies the financial period to which the system will post the transaction. Enter the desired information into the G/L Date field. Enter “120115“. Click in the Gross Amount field. Use the Gross Amount field to enter the value that specifies the total amount of the invoice pay item. The gross amount might include the tax amount, depending on the tax explanation code. The system does not decrease the gross amount when payments are applied. Enter the desired information into the Gross Amount field. Enter “2750“. Click in the Remark field. Enter the desired information into the Remark field. Enter “Property Services“. Click the scrollbar. Click in the PS field. Use the PS (payment status) field to enter a code from UDC 00/PS that specifies the current payment status for a voucher or an invoice. Examples include: • A: Approved for payment but not yet paid • H: Held pending approval • P: Paid Note: Some of the payment status codes are hard coded; the system assigns the code. Enter the desired information into the Discount Available field. Enter “H“. Click the OK button. Use the G/L Distribution form to specify the account number and additional invoice information to be applied in your general ledger. To simplify the entry process, you can set up and use model journal entries when you have invoices that use the same account distribution. You can select the model when you enter the G/L distribution for the transaction by selection by selecting Model Journals from the Form menu. Unless you modify the processing option in the Invoice Entry MBF Processing Options program (P03B0011), the system assigns RI (regular invoice) to all invoice documents created by the Sales Order Management system, as well as those entered manually using the Standard Invoice Entry program (P03B2002) or the Speed Invoice Entry program (P03B11SI). Click in the Account Number field. Use the Account Number field to enter a value that identifies an account in the general ledger. Enter the desired information into the Account Number field. Enter “3.5030“. Select Attachments from the Row menu to add attachments to an invoice. You can add the following types of attachments: • Text • Image • OLE • Shortcut • URL/File Click the OK button. Click the Cancel button. Click the Close button. You have successfully entered a basic invoice using the standard invoice entry method. End of Procedure.